Executive Assistant

Job Purposes:

The Executive Assistant serves as a liaison to the board of directors, senior management teams and various sales offices across the region; organizes and coordinates executive outreach and external relations efforts; new business ventures and any special projects.

• Reporting directly to the Executive Director (ED), the Executive Assistant provides executive support in a one-on-one working relationship.
• The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Executive Director (ED).
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Executive Director (ED), some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including conducting research, data analysis, planning and business ideas suggestion, drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the ED's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Key Roles & Responsibilities:

• Plans, coordinates and ensures the ED 's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the ED 's time and office.
• Composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
• Provides a bridge for smooth communication between the ED's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Communicates directly, and on behalf of the ED, with Board members, management teams, sales directors, and others, on matters related to Group CEO programmatic initiatives.
• Works closely and effectively with the ED to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the ED updated.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the ED 's ability to effectively lead the company.
• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
• Facilitates cross-divisional coordination of travel and outreach plans serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the ED.
• Ensures that the ED 's bio is kept updated and responds to requests for materials regarding the ED and the organization in general.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the ED, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Job Requirements:

• Bachelor's degree required
• Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in the Sales industry
• Experience and interest in internal and external communications and partnership development
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity and high EQ level
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
• The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
• The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented.